Job Description

The Membership Services & Program Assistant focuses on providing exceptional customer service to IRTA members, vendors and industry partners. This position addresses inquiries, resolves issues, and ensures IRTA member satisfaction. The Membership Services and Program Assistant plays a crucial role in maintaining positive member relationships and building the association’s reputation as an excellent benefits provider for retired educators. This position serves as the first point of contact for members and visitors. Key responsibilities include answering and directing phone calls, handling correspondence, and assisting with the implementation of membership services programs. This position is responsible for organizing and executing the annual Excellence in Education grant program, Units of Distinction Awards and other member benefits to aid in member satisfaction. This position is responsible for fielding direct inquiries on member benefits, volunteer opportunities and events from current and future association members. This position reports directly to the Director of Marketing & Membership Communications.

Key Responsibilities and Duties:

Membership Service

• Answer and screen phone calls, direct calls to appropriate staff, industry partners, and state agencies.
• Greet and welcome members and visitors in a friendly and professional manner.
• Provide information and assistance to members, visitors, and industry partners.
• Assist in identifying and communicating new member benefit opportunities to corporate partners.
• Assist Local Units in activities that relate to membership development including providing membership reports, and other membership development materials.

Membership Communications

• Maintain clear and effective communication with members, visitors and industry partners.
• Monitor online chat and respond to inquiries in a timely manner.
• Send thank you letters via mail and email for donations to the Legal Defense Fund, IRTAPAC, and IRTA Foundation.
• Mail condolence cards.
• Coordinate distribution of New Member Booklet and Membership Identification cards.
• Perform tasks related to publications, including but not limited to content development, graphic design, proofreading, maintaining, and updating marketing and communications materials, creation and distribution of twice monthly e-newsletter, and other email communications.
• Assist marketing and communications staff in execution of special projects as needed.
• Serves as staff liaison for Member Benefits Committee, and corporate partners.

Administrative Support Services

• Administer and manage membership programming including but not limited to Excellence in Education grants, Unit of Distinction Awards and Unit Honorees.
• Manage membership database by updating and maintaining membership lists, membership renewals, purging lapsed members, and other membership statistics.
• Distribute monthly membership reports internally and to external partners.
• Data entry including but not limited to entry of membership dues in database, and donations received.
• Post meeting minutes to IRTA website.
• Sort and distribute incoming mail and other correspondence.
• Assist with other administrative tasks as needed to ensure smooth operations of the office.
• Assist in creation of written updates for publications and membership programs.

Confidentiality

• Maintain confidentiality of sensitive information.
• Handle all information with discretion.

Desired Skills and Experience:

Candidate must be goal-oriented, efficient, a strong and effective communicator, and willing to work collaboratively with all team members. Previous professional experience with not-for-profit associations and membership-based organizations is a plus.

• Bachelor’s degree in communications, marketing, event planning or related field.
• 3-5 years’ experience with customer service, administrative support, marketing, or related fields.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (Zoom, Teams), social media platforms (Facebook, Instagram, LinkedIn), and graphic design software (Adobe InDesign, Canva, or equivalent) are required.
• Basic knowledge of data entry using QuickBooks Online is a plus.
• Previous experience using membership database is a plus.
• Strong verbal and written communication skills.
• Strong commitment to team goals and objectives.
• Excellent customer service skills.
• Willingness to work with a variety of individuals with diverse perspectives.
• Strong problem-solving skills and ability to think creatively.
• Ability to sit for extended periods of time and communicate effectively in person and over the phone.

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